¶ User Roles and Permissions
Axya uses role-based access control to manage what each user can see and do. Roles are assigned per module, so the same user can hold different roles in the RFQ module and the PO module.
| Role |
RFQ Permissions |
PO Permissions |
| Admin |
Full access including user management |
Full access including user management |
| Normal / Buyer |
Create, edit, manage, and award RFQs |
Create, edit, send, and manage POs |
| Collaborator |
View, participate in internal chat, limited editing |
View, participate in internal chat, add notes |
| Restricted Viewer |
View only -- pricing and sensitive data hidden |
View only -- limited data visibility |
| Engineering |
Edit parts, collaborate on specifications |
View access |
| Viewer |
Read-only access |
Read-only access |
For details on how Collaborators and other roles interact within specific workflows, see RFQ Collaboration and Order Collaboration.
- Admin users have full access to all data across every team. In the Company Profile, they can invite colleagues and assign access levels and teams.
- Normal / Buyer users can see their own requests, requests where they are added as collaborators, and all requests from users sharing the same team (via the "Team View" filter). All action types are available.
- Restricted Viewers cannot see quote pricing or sensitive supplier information. This role is ideal for stakeholders who need visibility into sourcing activity without access to commercial details.
- Collaborators can join internal discussions and add context, but cannot take primary actions such as sending requests, awarding contracts, or closing orders.
- Engineering is designed for technical team members who need to manage parts and specifications without full procurement control. In the RFQ module, Engineering users can see their own requests and those where they are added as collaborators, with restricted actions.
- Viewer is the most limited role -- useful for executives or stakeholders who need a read-only window into procurement activity.
Note: Internal notes on the Dashboard are personal and visible only to the user who wrote them, regardless of access level. Editable fields on the Dashboard include labels and up to three comment fields. For a detailed tab-by-tab breakdown of access in the RFQ module, see RFQ Collaboration.
Users are assigned to one or more teams within your organization. Teams determine which RFQs and Purchase Orders a user can access.
- Team members see only the items that belong to their team.
- Admin users can see all data across every team.
- Users who work across divisions can be assigned to multiple teams, including teams in different companies if your organization uses multi-company setup.
Only users with the Admin role can assign or change roles for other users. If a user needs to be upgraded to the Admin role, contact the Axya team at customerservice@axya.co.
¶ How to Access and Manage User Roles
- Open the Company Profile -- From the Axya menu bar, select Company Profile.
- Access the Members section -- In the Company Profile, click Members. You will see the full list of Axya users associated with your company.
- Find the Team Permissions column -- Locate the user whose role you want to change.
- Select the appropriate role -- Click the dropdown arrow and choose the desired role for that user.
- Automatic save -- Once selected, the new role is saved automatically and applied immediately -- no additional confirmation is required.
Note: Roles are managed per module, so the same user can hold different roles in the RFQ module and the PO module. Roles can be set when inviting a new user or updated at any time after the user has joined.